8.2 Using Calendars & Appointments (Viewing Schedule, Updating Show/No Show Status)

While the detailed setup of your agency's booking calendars (e.g., for showings, consultations, listing presentations) happens in Settings → Calendars (covered in Chapter 22.8), the main Calendars section in the left menu is where you and your agents will go daily to view schedules and manage booked appointments.

Accessing Your Schedule:

  • Main Calendar View (Calendars Left Menu):
    • Provides a visual grid display of booked appointments.
    • Switch between Day, Week, and Month views using tabs or buttons.
    • Use Filters (often top left) to control whose schedule and which appointment types are displayed:
      • Filter by specific Calendars (e.g., show only the "Buyer Consultation Calendar" or the "123 Main St Showing Calendar").
      • Filter by specific Users/Agents (view your own schedule or a team member's).
    • Appointment blocks on the grid are usually color-coded based on the Calendar they belong to.
    • Times shown are typically based on the timezone selected in *your* User Profile (Settings > My Profile).
  • Appointments List View (Calendars → Appointments Tab):
    • Provides a searchable and filterable table view of all past and upcoming appointments.
    • Excellent for finding specific past appointments or managing statuses in bulk.
    • Filter by Calendar, User, Status (Scheduled, Confirmed, Showed, No Show, Cancelled), Date Range.

Viewing Appointment Details:

  • Click on an appointment block on the calendar grid or an appointment row in the list view.
  • A popup window or side panel appears, displaying details like:
    • Linked Contact Name
    • Date and Time
    • Associated Calendar (e.g., "Listing Appointment")
    • Assigned User (Agent)
    • Meeting Location (Could be a physical property address, your office address, a phone number, or a video conferencing link like Zoom/Google Meet - often populated using the {{appointment.meeting_location}} custom value).
    • Current Status
    • Any Notes added during booking or associated with the appointment.

Updating Appointment Status (CRUCIAL Action for Agents/Admins):

This is one of the most important routine actions agents need to perform after an appointment takes place. Updating the status is essential for:

  • Triggering Automated Workflows: Many crucial automations rely on the appointment status changing (e.g., sending a thank-you/feedback request after a Showed status, or triggering a rescheduling sequence after a No Show status).
  • Accurate Reporting: The Appointment Report (Chapter 16.8) calculates key metrics like your Show Rate based *only* on appointments that have been manually updated to Showed or No Show. Without these updates, your reports are meaningless.

How to Update Status:

  1. After the scheduled appointment time has passed: Navigate to the Calendars section. The Appointments list view is often easiest for this.
  2. Find the Past Appointment: Use filters (e.g., filter by Date: Today or Yesterday, Status: Confirmed or Scheduled) to locate the specific appointment.
  3. Click the appointment row/block to open its details popup/panel.
  4. Locate the Status dropdown menu. It will likely show Confirmed or Scheduled.
  5. Change the status:
    • Select Showed if the contact attended the appointment.
    • Select No Show if the contact did not attend.
    • Select Cancelled if the appointment was cancelled beforehand (either by you or the client).
  6. Click Save to confirm the status change.

Make it a Habit: Agents should get into the routine of updating the status of their showings, consultations, and listing appointments promptly after they occur. This simple action unlocks powerful automation and provides vital business intelligence.